ZenduONE User Guide

ZenduONE User Guide

Introduction

ZenduONE integrates both hardware and software components to deliver a comprehensive video telematics solution aimed at boosting fleet safety and efficiency. Through features such as real-time video streaming, event-triggered recordings, and detailed trip analysis, ZenduONE provides fleet managers with crucial insights into driver behavior and vehicle performance. This solution not only enhances driver performance and reduces accidents but also safeguards against false claims, making ZenduONE an indispensable tool for contemporary fleet management.

Getting started

Database Setup

Admin Settings for Cameras and Asset Trackers

  1. Setting up Groups

  2. Setting up Users and Roles (Security Clearance)

  3. Setting up Assets

  4. Setting up Rules

  5. Setting up Locations


Admin Settings for Routing and Dispatching

  1. Setting up Groups

  2. Setting up Users and Roles (Security Clearance)

  3. Setting up Assets

  4. Setting up Locations

  5. Setting up Forms

  6. Setting up Products


Admin Settings for Indoor Tracking

  1. Setting up Groups

  2. Setting up Users and Roles (Security Clearance)

  3. Setting up Beacons and Gateways

  4. Setting up Custom Indoor Map and Placing Gateways

  5. Setting up Locations inside Indoor Map

Groups Overview

ZenduONE's group management functionality is designed to make fleet organization and asset categorization a breeze. This guide outlines how to create and manage groups effectively through the Admin settings.

Why Use Groups?

Groups serve as a fundamental tool in organizing your fleet, especially when dealing with multiple vehicles. You can categorize assets by departments, locations, or asset types, making it easier for reporting and monitoring purposes. For example, you can assess which location has the most equipment in use.

Creating a New Group

  1. To begin, navigate to the Admin settings within your account.
  2. Within Admin settings, you'll find the "Groups" section.
  3. Click on "+ Create Group," which is located on the top right corner of your screen.

 


 

Group Configuration

On this page, you'll need to provide the following information:

  1. Parent Group: Decide if the group you're creating has a Parent Group or a Sub-Group. Parent groups serve as the primary category under which sub-groups can be organized.
  2. Name: Assign a name to your group.
  3. Select an Icon: You can choose an icon that represents your group visually.

 

Once done, click "Save" on the top right corner of the screen.

NotesRemember: Parent Groups are the primary categories under which sub-groups can be added. This allows you to segregate and organize your assets according to your organizational or categorization preferences.

An Illustrative Example of Groups

Let’s take as an example that you have a fleet operating in California In this case, you would create a group for California.

Since this is the highest level of grouping and you are organizing your assets by location, the California group would not have any parent groups.

 

 

However, your California fleet operates in different locations, such as San Francisco and Los Angeles. This is where you would create sub-groups and designate California as the parent group for both.

 

 

You can continue this hierarchy by adding sub-groups to existing sub-groups, allowing for detailed organization.

 

 

 

Furthermore, if you have a dedicated fleet manager in the Los Angeles group and want to restrict their access from viewing other groups, the significance of groups becomes apparent.

Notes
By creating groups and sub-groups, you can manage access and privacy based on your fleet's structure and organization.
InfoNotes
In summary, ZenduONE's group management feature streamlines asset organization and privacy control, providing a systematic approach to managing your fleet. Whether it's for categorizing by location, department, or other criteria, groups offer the flexibility to tailor your organization to your unique needs.

Assigning Users and Assets to Groups

Users and Assets can be assigned to Groups either at the time of creation or when editing and being managed. Please see the next sections on User and Asset creation/management.

Security Clearances

This section explores how you can set user access to certain modules by creating and assigning security clearances. By default, the platform provides five security clearances:
  1. Administrator (Full access)
  2. User (Map & Insights access only) 
  3. User No Live View (Map & Insights access only with no ability to livestream) 
  4. Viewer (Map access only with no ability to livestream)
  5. No Access (Usually used for drivers, just to keep them registered in the system)
You can see these default clearances by going to Admin > Users, then clicking on Clearances on the top right corner of the screen. 



If none of the default security clearances fit the permissions that you intend for your user group, you can create a custom security clearance. To create a new security clearance, click on + New in the top right corner of the screen.




Select a parent clearance that you want your new clearance to be based on, and modify any of the permissions depending on the users you intend to assign it to. For example, suppose we wanted to create a variation of the "Administrator" clearance called "Dispatch". The main goal for dispatch is to access the locations of the drivers and their trips, and we want to prevent them from modifying anything else. So, we disable Admin, Assets, and Insights. The settings in this case would look like this:

You can also click into each module to set more specific permissions. Using the same example, let's say we want to disable their access to media footage. Then, we can open the Maps module and disable the following: 
Once done, click "Save" on the top right corner of the screen. Now, you can assign users to your new security clearance.

Locations

Locations are areas defined by the admin user in order to track and receive notifications of when vehicles, drivers, or assets have entered, existed, or stopped in that geographic area.
Locations can be created directly on the map itself or by navigating to the "Locations" tab under the Admin section. This section will cover Location creation on the "Map Overview".

1) Access the Map Overview Screen

On the Map Overview screen, you’ll notice a "Create Location" button. Click on this button to begin setting up your location. 




Once you click on that button, you will be redirected to the screen to create your location.  


 

2) Define the Location Shape 

When prompted, you can choose between two location shapes - a circle or a polygon. For this example, we'll select "polygon." 

 


3) Fine-Tune Location Parameters

After creating the location, you can adjust the transparency on the map. If you mistakenly select an area, you can rectify it by clicking the "Clear" button, allowing you to initiate the location setup process again.

4) Inputting Location Information

On the left side of the screen, you will be asked to input the information for that specific Location you just created.




  1. Name: Assign a name to the location  
  2. Group: Assign the location to any relevant groups you have in your account.  
  3. Tag:  
    1. Customer
    2. Home
    3. Office
    4. Vendor
  4. Address: Search for the exact address you want to display for this location.   
  5. Unit Number: Choose the unit number associated to this location. For example, if you have two offices, you can differentiate them by unit number.  
  6. Notes: Add any additional notes as desired

NotesIf you select "Customer" as the Tag type, then additional fields will appear for you to input "Customer Details" associated with this Location. 



  1. Under the "Stop Duration" field, you can select for how long your fleet is allowed to be at that location. If the duration exceeds the defined stop duration limit, it will generate an "Exception" for that vehicle.
  2. The "Customer" tag allows you to get detailed reporting for a specific location. For example, if you’d like to know how many times a customer location has been visited, you can extract that from the reporting by selecting this zone.  

Info
Locations make it easier to manage and monitor your fleet's movements. This feature simplifies location management, ensuring that you can efficiently monitor and receive notifications about your fleet's arrival at key locations.

Rules

Warning
Rules play a crucial role in overseeing and maintaining operational standards within your business. They provide a framework for monitoring driver infractions through devices like cameras and trackers, enabling the establishment of safety parameters crucial for ensuring efficient fleet operations, driver safety, and cargo integrity.
Active rules in your account pinpoint driver exceptions or infractions. By setting up these rules, your devices communicate with the system, flagging any violated rule as an exception.

You can later review these exceptions within Asset Details, Map Overview, Advanced Trip Reports, and Insights sections.

Rule Page Overview  

In order to access the Rules in your account, Admin access is required. If you have admin access, navigate to Admin > Rules.



Here you can view:

  • Custom Rules

  • Safety Management

  • Coaching Management


Custom Rules

This section starts empty upon account creation, allowing you to tailor rules to suit your business needs precisely. These rules enable detailed fleet monitoring, notifications, and coaching without affecting security or scoring measures.

Custom Rules are meant for operations only, they don't drive any of your security/safety or scoring measures.

Creating a Custom Rule 

  1. On the Custom Rule page, click on "+ Create Rule"


  1. Fill in the Details

    1. Name

    2. Entities

      1. Select who this applies to.

      2. If you wish for this Rule to apply to a few groups or assets in particular, you can select the ones of your preference. Uncheck "Select All" and proceed to select either the Groups or Drivers you want this rule to be applicable for.



    3. Description

    4. Severity


  1. Rule Conditions

    1. Trigger Range. Select monitoring time: All Times, Company Working Hours, or Custom. 




    2. Rule Source. Choose the device to track this rule. The list will populate with the devices registered in your account.
    3. Rule Type. Select one of the options available in the drop-down menu.


 

  1. Trigger Actions. In this section, you can edit the Trigger Actions if the Rule is violated (and marked as an Exception). Choose between:

  1. Save video to Cloud 

  2. Save Snapshots. Select the length of the Snapshot to be sent.


  1. Send Event Notification. Under Event Type, choose the type of notification to be sent. You can set multiple notifications per rule trigger by clicking the green plus button.


    1. Email or SMS: Select who the email/message will be sent to. You can select for it to be sent only to the driver, or a custom email address. If you selected Custom, proceed to check the users that should receive a notification. The list will be populated with the users previously registered in your account. Edit the message you want to send every time the rule is violated.


    1. Text to Speech (only available on ZenduCAM cameras): When the rule is triggered, an audio coaching message will be played for the driver. You can customize this message in the given field, but keep in mind that there is a maximum of 150 characters.



  1. Send for Review/Coaching. Exceptions triggered will be sent to human reviewers, who will either dismiss it or escalate it. In the field below, select a recipient for the escalated exceptions, and choose between sending the notifications immediately or as a daily report.

    1. AlertNote: This feature is only available on the Enterprise plan.


 

Once you have customized the Rule according to your preferences, click Save.


Safety Management

We have custom rules that are created within the safety management section. The main purpose for this is that we want you to have the ability to separate business and operational rules from safety rules.

In this section, you will be able to define which Rules will drive the Scoring and Safety section of your Insights.

The driver safety score is determined by a combination of key factors, including predefined risk factors such as speeding, the count and frequency of behavior occurrences, and user-defined rule severity. The safety score will be reflected in safety insights. Assigned supervisors can use coaching tools to lower driver risk and improve safety scores.

When navigating the Safety Management Rules, you will see a set of default Rules previously set up in the system.



These General Safety Rules can be customized according to your preference and the needs of your business.

  1. Turn the Rule on/off by clicking on the toggle button next to the title



  1. Customize the severity of every Rule



  1. Use the quick actions on the right of the Rule to

    1. Save Video to Cloud

    2. Send Email/SMS text

    3. Edit the Rule in more detail

If you click on the Edit Rule button, it will take to the screen where you're able to edit the rule in more detail.



Please note that Details and Rule Conditions can't be edited for the General Safety Rules as they are the default Rules created in the system.

Custom Rules Under Safety Management 

After you have created your Custom Rules and personalized your Safety Management Rules (added by default in the system), you can now import your Custom Rules into your Safety Scoring.

  1. Under Safety Management, scroll down to Custom Safety Rules.
  2. Click on "+ Rule"



  3. Select the Rule you want to include and click Save.

This Custom Rule will now be under your Severity Configuration.



 

Coaching Management

Coaching Management allows you to review the infractions of your rules and provide the driver with the proper coaching and feedback to avoid these instances in the future.

Rules for Review and Coaching  

In this section you can select which one of your Rules will go to a Needs Coaching status, instead of a Needs Review/Coaching Status. This comes in handy for the Insights > Exceptions page in your account.



Managed Video Review Service

If you have this added to your subscription, it shows which Rules are being sent to the team of professionals that review the infractions on your behalf.



Coach Assignment

In this section you can assign supervisors to your drivers. Select which users are responsible for those drivers.

  1. Click on the Unassigned Drivers.



  1. This will display the menu to assign Coaches to Drivers.

  2. Proceed to select the Coach, assign the relevant Drivers and click on Save.

 


System Settings

The System Settings page allows administrators to configure key details for their organization, including contact information, time zone, currency, map provider, and system preferences. This page ensures that your ZenduONE platform is tailored to meet the unique requirements of your business operations.

Alert
As part of initial database setup, ensure that the time zone, currency, map provider and language are properly set to your preferences.
Info
We currently offer English and Spanish as languages for our system.



Users Overview

At the core of any business are its people, and ZenduONE ensures that every key stakeholder can access your fleet management tool accordingly. The Users module is a crucial tool for your business, allowing you to manage and grant access to the right individuals effectively. Let's explore the User Overview screen and learn how to navigate its features.

User Screen Overview

To get started, go to the Admin option located at the bottom of the left menu on your screen. This will show the User menu, where you can see all the users currently added to the system..
This screen offers an overview of user details, including First and Last Name, Username, Phone Number, Security Level, Groups the user belongs to, and their last login activity.

Filters and Custom Views

Right next to the search bar, where you can type in the name of a user and look them up directly, you’ll see a filter button.

By clicking here, you’ll be able to filter your users according to:

  1. Username
  2. First & Last name
  3. Phone number
  4. Security
  5. Measurements
  6. Groups



Next to the filter button, you’ll find the Views options.




Views come in handy when you want to choose how Users are displayed on this main overview screen. You can either use the Default View that includes all users, or a Custom view.

To create a custom view, click on “+ New Custom View”.


 

On the "Custom View" screen, you can select the columns of the information that you want to display.


 

Start by naming your new custom view. Click on the "edit" icon (pencil) right next to the title.



Now choose the columns you want to display on your "Custom View".

 

Last but not least, select if you want to share it with other users or keep the view just for you.



 If you choose “Selected Users” it will show a drop-down list of all users in your organization.

 

Once done, click on "Save" at the top right corner of your screen.

Adding a User

In order to add a new user, click on "+ Create User" at the top right corner of the Admin User Overview screen.

Proceed to fill in the required information for your user.


 

  1. Username (must be the same as the email address)
  2. Groups the user will be a part of and have access to
  3. First Name
  4. Last Name
  5. Employee ID
  6. Email
  7. Measurements (choose between Metric or Imperial systems).
  8. Security: choose between different clearance levels of access to the platform. You can also choose for them to have no access.

 

If you would like this user to access the platform, click on the “Send Login Email” option at the bottom of the screen to make sure they receive a set of credentials to access their account. They will be provided a system generated password which can be changed after the initial sign in.


Under Profile Details, you’ll be able to assign the user type:

  1. General User
  2. Driver
  3. Passenger (e.g., for a private driving business or private school bus company).
  4. Technician (commonly used when a business transports professionals to multiple locations).

Facial AI

Alert
Requirements for Facial AI:
  1. Must be on Enterprise plan: This feature is unavailable on Standard plan.
  2. Must position the camera in a way that clearly captures the driver's face.
  3. Must have Hyperlapse enabled at 1 or 10 minutes: This is how the camera captures snapshots for driver recognition.
To access this tab in the portal, navigate to Admin > Facial AI.

Upon rollout of this feature, all drivers will show up as "Unknown Person".  The model will group together snapshots of the same driver, and you will need to manually assign each collection of images to a driver in your database.  



Clicking a person will show a list of all snapshots associated with this person, and allow you to assign or reassign them to a driver in your database. 


To assign a person to a driver, hit "Assign to Driver" at the top, then search for the driver in your database.



After you assign a driver, they will appear in the main list under their name. Now, you can expect the model to automatically assign drivers to vehicles and their incidents based on recognition.



Clicking into a snapshot will show you details about the trip where the snapshot was taken, including a map of their route, stopped/driving duration, vehicle name, date/time, and address. In the top right corner, you can also choose to manually Discard or Accept this instance to correct a misassignment of drivers or an inaccuracy of information. If you see that the model has made a mistake, you can also manually reassign this specific snapshot to another driver.


Info
If images are misassigned, it is likely due to:
  1. Low image quality
  2. Incorrect camera position (i.e. not front-facing)
  3. Poor lighting (i.e. nighttime view)
If you notice a misassigned snapshot or driver, make sure to reassign it to the correct driver in order for the AI model to have better recognition in the future.

Assets Overview

Efficiently organizing and managing your assets is streamlined through the intuitive assets interface within our platform. Here's a comprehensive guide on navigating and utilizing the Asset module and the Asset Overview.


Asset Screen Overview

Click on "Assets" module on the left-side menu to view all registered assets in your account.

On this page you can see an overview of your assets details, including:

  1. Name of the asset

  2. Driver assigned

  3. Last location recorded

  4. Last time it communicated

  5. Camera Status

  6. Groups the asset has been assigned to

  7. Oldest recording from the device within the asset

  8. Last (or latest) recording

  9. Recording health status

Additionally, you can search for a particular asset by Name key fields (Asset Name, Driver, Last Location, Groups, Third Party Telematics Serial, VIN).



Filters and Custom Views

On the right of the search bar, you will find the filter button. Use this to filter the list of assets in your account.


Next to the filter button, you will find the Views options.


  • Default Views - Predefined by the system.

  • Views by Me - Custom views created by you (either private or shared with others).

  • Views by Others - Custom views created by other users that have been shared with you.

In order to create a Custom View, simply click on "+ New Custom View" and this will prompt the following screen:



Start by naming your Asset view





Choose the columns you want to display




Select if you want this view to be private or if you want to share it with others


 

Adding a New Asset

Click on "+ Create Device" at the top-right corner to add a new asset.



You will be asked to fill out the following information for your new asset.

  1. Details

  2. Settings

  3. Financial

  4. Share

  5. Comments

Details




On this screen you will enter required details such as:

  1. Name of the asset or device

  2. Groups this device will be added to

The optional details to be filled out are:

  1. Asset Icon

  1. Selecting a Driver. The list will be populated with the drivers registered in your account.

  2. Manufacturer

  3. Model

  4. Color

  5. Year

  6. VIN

  7. License Plate

  8. Status

  1. Odometer - Enter the amount of Miles or Kilometers this asset currently has traveled.

  2. Engine hours - How many engine hours the asset has run.

  3. Skills Tag - Enter a particular skills tag that has been set up by the admin to associate with the asset

  4. Upload Photo - You can add a picture of the asset for visual reference.

 

Settings

This is where you will fill out further information about the device.



 

  1. Device Serial - Enter the serial number for the vehicle or asset.

  2. Tracker Type - Choose between the different types of trackers available in the system.

  3. Third Party Telematics Serial - If this asset or device is linked to another tracker, this is where you can relate the two. (Example: Camera with a Geotab Device)

 

Financial

In the Financials tab, you can easily enter and manage all relevant financial data for your device. This feature allows you to generate detailed reports and gain valuable insights into the financial aspects of your fleet management operations.


Purchase Details:
Under this section you will be able to keep track of the Purchase Details such as vendor, date, price, registration location, in service date, etc.


General Settings:

The only two elements on this page that are required to be filled out are the General Settings.

Detail how you measure the utilization for the device and the volume units used when entering fuel for the device.




Lifecycle:

Detail information about the service life in months & meter, the estimated resale value and details if you plan to sell or already sold the device.




Warranty and Loan/Lease:
If the vehicle you purchased has any type of warranty, this is the place to enter that information.

Under Loan/Lease you can detail information about the Loan or Lease process for further analysis of the terms of the agreement. This section allows you to keep granular details of your asset for further reference and reporting purposes.




Share

Within our platform you have the option to share the device with your clients/customers using the platform. Simply enter the name of the customer in the search bar and proceed to share. Assets can only be shared once the device has been created.

To do so, you must complete the "Create Asset" process and go back to your asset list (If Asset not added yet).

Once the Asset is created, navigate to the "Share" option on the menu at the top of the asset overview.


Click on the Share button at the top-right corner of the screen.

Choose between Public and Private share.



Enter the details and proceed to share.


Comments

In this section, you or any other user with access to this asset/device will be able to add comments relevant to this particular asset/device. This will be visible to all users with access to this asset/device.

 


Import Assets

Alternatively, you can mass import assets instead of manually adding them one-by-one. First, click "Import" at the top right side of the screen.


Then, select "File Import" in the dropdown menu. The following modal should appear.


Here, you have the option to upload an existing file of asset information to import onto ZenduONE, but it is recommended to download the template first to ensure that all required asset fields are filled. You can also toggle "Enabled Custom Fields" to add some of your custom fields to the template before downloading it. 

After downloading the template and filling it our with all the asset details in your fleet, upload the file in the modal above and your assets will be swiftly imported onto ZenduONE.

Notes
Our platform facilitates meticulous asset management, ensuring precise tracking and insights for your fleet management needs.


Software Platform Overview

Maps Module

The "Maps" tab in ZenduONE offers a comprehensive visual representation of your fleet's current and historical locations. Utilizing interactive maps, fleet managers can track vehicle positions in real-time, review past routes, and analyze geographic data. This feature enhances operational efficiency by providing insights into vehicle movements, optimizing route planning, and facilitating quick response to incidents or deviations. With customizable views and detailed vehicle status updates overlaid on the map, the "Maps" tab serves as a pivotal tool for monitoring fleet activities and ensuring enhanced operational control.

Maps > Overview

This section provides an overview of the activity and whereabouts of all assets; they will be accessible from the assets list and the map. 



Navigating the Assets List
The assets in the asset list can display a variety of status icons:
  1. Vehicle icon -- this indicates the vehicle status. If the vehicle icon is:
    1. Circular, then the vehicle is active.
    2. Square + Blue, then the vehicle is either:
      1.  Idle (The vehicle is on, and the device is on)
      2. Stationary (The vehicle is off, but the device is on and still communicating)
    3. Square + Grey, then the vehicle is off and the device is offline.
    4. Red, then the vehicle is actively triggering an exception.


NotesNote: Refer to the legend in the Info icon on the right-hand side of the map view to see another breakdown of these icons.
  1. Device icons -- these indicate the existence and statuses of any devices (i.e. Camera, Asset Tracker, Beacons) attached to the vehicle.
InfoNote: At the top of the Assets list, you can search, sort, and filter as needed. You can also set Views, and configure your own Custom View. For more instructions on how to add a Custom View, go to Users Overview > User Screen Overview > Filters and Custom Views.

Navigating the Map View
In the top left corner of the map view, you'll find these two buttons. 



  1. Search button: Use this button to search for any address or existing location on the map.
  2. Create location: This button will take you to Admin > Locations > Create Location, where you can add a location in your database.
Notes
Refer to Database Setup  > Locations for instructions on how to add a location.
In the top right corner of the map view, you'll find the following buttons: 
  1. Map Options: Use this menu to customize your map view.
    1. Map Base:  Change Between Modern, Standard, and Satellite
    2. Overlay: Add or remove map overlays for: Road Restrictions, Traffic, Incidents, Weather, Locations, and Fleet Clustering which allows to group vehicles together by showing the number of vehicles within the cluster 
    3. Custom: Ability to overlay a custom application on the map like an ArcGIS Map



Notes
If you enable an overlay for locations, you can select them to view additional information about or edit them.
Info
Custom Maps can be overlaid on the map, after being added in the Admin tab.
  1. Info: This menu is a legend that shows the icons that could appear on the map and what they represent.



Asset clusters: These icons show the number of assets in that geographic area. When you hover over the icon, you will see a list of all assets in the cluster, and you can click on an asset to view its details page.




When you hover over an asset on the map, it will show you quick details about the asset, including its real-time location, speed, camera status, number of exceptions today, and the option to assign it to a job. If you click on the menu in the corner (same as the menu in the corner of an asset in the assets list), an actions menu will appear regarding this asset:

  1. View Device: This will adjust the map view to zoom in on the device.
  2. View Trips: This will take you to Asset Details > Trips for this asset.
  3. View Jobs: This will take you to the Work > Jobs page for this asset.
  4. View Exceptions: This will take you to the Asset Details > Exceptions for this asset.
  5. Edit Device: This will take you to the edit page for this asset in the Assets module.
  6. View Camera: This will take you to the Asset Details > Camera page for this asset.
  7. Request Video: This will take you to the Asset Details > Camera > Historical > Request Video.
  8. Share Device: This will take you to the Share tab in this asset's page in the Assets module.
Right-click menu: Right-click anywhere on the map to open this menu:


  1. Find Address: This will display the address of the selected area on the map.
  2. Create Location: This will take you to Admin > Locations > Create Location, where you can add a location in your database.
  3. Show Street View: This will open a new tab of Google Maps Street View, at the address of your selected location.
  4. Show All: This will zoom out to show all assets on the map.
  5. Find Nearby Assets: This will drop a pin on the map and sort the assets list by distance from the dropped pin.
  6. Find Proximity: This will take you to Maps > Proximity, configured at the selected location.
  7. Dispatch Here: This will take you to Work > Jobs > Create Job, configured at the selected location.

Asset Details
If you click into an asset, you can view the Trips, Exceptions, Measurements, and Camera information regarding that asset.


Asset Details > Trips

The Trips tab shows all trips taken by the vehicle on a selected date, with each trip grouped by day. By default, the date is set to today. Each entry shows details like the total stops, exceptions, idle time, and distance driven.

Here's how you can navigate the tab:
  1. Open the dropdown: You'll see a list of the Stops and Drives for the day, along with a map view on the right. The Stops show the stopped and idling time, and the Drives show the assigned driver, driving time, and distance driven. 



  1. Assign drivers: You can also assign or reassign a driver to a Drive directly from this list.


  1. View stop location: Click on any Stop to see its location on the map. 



  1. View drive details: Click on any Drive to see the camera views at that time. It will play a Hyperlapse when you hit play. You’ll also see a speed graph of the trip. Any exceptions will appear with a red warning icon. Hover over the icon to see the type of exception.


  1. Scrub through video: You can click different parts of the graph to jump to that time in the video. A green dot will appear on the route map to show the location of that moment.

  1. Request video or location details: Click anywhere on the map route to see the address or request a video for that specific time and location. Clicking "Request Video" will take you to the Camera > Historical > Request Video section.

Notes
Note: A trip is recorded when the vehicle drives over 5km/hr and covers more than 100 meters. The trip ends when the vehicle stops for more than 3 minutes.

Asset Details > Exceptions

The Exceptions tab lists all exceptions recorded for the vehicle within the selected date range. Hovering over an exception will show its location on the map, and clicking it will open more details about it.


NotesNote: This tab works the same way as the Safety > Exceptions tab, so refer to that section for detailed navigation instructions. The difference here is that exceptions in different stages (e.g., needs review, reviewed, coached, or needs coaching) are all combined in this tab, and these exceptions are specific to this vehicle.

Asset Details > Measurements
When accessing the live asset of a vehicle with an asset tracker sensor, the measurements tab provides real time data of multiple sensors including temperature, humidity, and battery.



In the image above, the measurements shown are the latest readings sent by the device. For historical readings, click on the entry for a chart display, where you can download the data in an excel format.





Asset Details > Camera > Historical
In this tab, you can request to see and download past footage from a selected date and time. To put in a request, hit "Request Video" in the top right corner.



When selecting a date, the calendar will have green arrows to indicate which days have available recordings. 



Upon selecting a date, a preview will appear starting from the earliest time of that day where footage is available. 


Selecting footage for the request
  1. In the graph at the bottom, select a time when recordings are available, based on the green area of the chart.
  2. Then, select the channel (camera view) where you want to extract footage.
  3. Click "Start Streaming" to preview the selected footage. 
Notes
Note: On the Standard plan, previewing the stream will deduct time from the total stream time (10 minutes per month per vehicle). If the stream exceeds the total time, it will start uploading snapshots instead. On the Enterprise plan, you would have unlimited stream time.
Info
The total stream time is shared between both historical and live streaming.

Submitting the request
  1. Select the video type -- choose between video footage or Hyperlapse 20s. If you select Hyperlapse 20s, you would receive a series of snapshots 20 seconds apart. 
  2. Customize the duration of the footage you'd like to request.
  3. When you have finished configuring the request settings, hit "Send Video" in the top right corner.
  4. Then, fill in the name of the request, and note the email(s) you would like to send it to. Click "Save" to complete your request.



Asset Details > Camera > Live
In this tab, you can watch the live stream for a specific vehicle. The live camera can be in one of three states:
  1. Offline: If the camera is offline, you cannot watch its live stream. When the vehicle turns on, the camera will also turn back on. 

  1. Sleep: If the camera is in Sleep Mode, you can wake it up remotely to start streaming. 


To turn on the camera remotely, hit "Start Streaming" and wait a few minutes until it turns on. It should take around 2 minutes to wake up.


Notes
 If the vehicle is inactive for over 100 hours, then the camera will turn offline.
  1. Online: If the camera is online, you can watch its live stream. Here's a breakdown on how to navigate the parts of this tab:



  1. Stream Timeout: This field allows you to configure the duration of each stream every time it's loaded/refreshed. In the above example, the stream will play for 30 seconds upon opening the tab. You can hit "Refresh Stream" to play another 30 seconds of the live stream. If the stream exceeds the total time, then it will start uploading snapshots instead.
  2. Total Stream Time Remaining: Whenever the live stream is loaded, time will be deducted from the total stream time enabled in the plan. In the example above, the plan allows for 10 minutes of stream time per month per device. If the stream exceeds the total time, then it will start uploading snapshots instead.
NotesNote: On the Standard plan, previewing the stream will deduct time from the total stream time (10 minutes per month per vehicle). If the stream exceeds the total time, it will start uploading snapshots instead. On the Enterprise plan, you would have unlimited stream time.
Info
The total stream time is shared between both historical and live streaming.
  1. Text-to-speech button: In the top left corner of the map view, there's a text-to-speech button. Open the overlay to send real-time audio messages to the driver.


AlertNote: The text-to-speech feature is only available on ZenduCAM.

Maps > Trips

The Trips tab in the Maps module allows you to review trips details by Customer, Vehicle, or Job.




Maps > Proximity

The Proximity Tab in the Maps module lets you search for vehicles, trips, and exceptions located within a specific radius of a given address. The user can also request video for an exception from this page.



Insights Module

The "Insights" module in ZenduONE delivers a deep dive into your fleet's performance through detailed data analysis. By leveraging comprehensive metrics and interactive reports, fleet managers can track key performance indicators, uncover trends, and identify areas for improvement. This feature enhances decision-making by providing actionable intelligence, optimizing operations, and facilitating proactive management.

Insights > Safety 

The Safety Overview within the Insights module serves as a vital tool for monitoring safety performance and driver scoring across various levels—Driver, Supervisor, Vehicle, and Group. Its primary objective is to assess safe driving practices while identifying and evaluating any potential risks within the established safety parameters of the system.

Monitoring Safety Performance

  • The Safety module facilitates the tracking of safety infractions and offers insights into coaching drivers to rectify these behaviors.

  • Setting up comprehensive Safety Management Rules is the initial step in ensuring the accuracy and relevance of the data displayed within the Safety Overview page.

 

 

The page provides a comprehensive summary, separately detailing information for Drivers and Vehicles. It includes metrics such as:

  • Total Incidents for Review

  • Total Incidents Coached

  • Total Incidents

  • Average Days to Coach

  • Safety Performance

  • Coaching Performance

  • Risk Factors

The left menu allows users to choose whether they want to view data for all Drivers or Vehicles collectively (as a group), or opt for specific Driver or Vehicle insights. The corresponding scores for each driver/vehicle are also displayed next to their names.



The search bar enables users to quickly locate and display data for specific vehicles or drivers. Upon selecting a particular vehicle or driver, the respective data will appear in the same column underneath. Selecting a particular individual or vehicle will provide relevant in-depth insights.

.




coaching applications
can track 


Insights > Exceptions 

The Exceptions section allows for a comprehensive review and coaching of infractions tied to established Rules within your account. It facilitates filtering, search, and categorization of exceptions, enabling detailed examination and coaching.

By default, all of the infractions committed, that are tied to any of the Rules you have previously set up in your account, will come into the Exceptions queue under a Needs Review status.



On this page, you can manage the following:

  1. Use the search bar to look for specific infractions or rules violated.

  2. Adjust the time frame from which you want to view exceptions



  3. Filter the list according to the type of exception.



  4. Filter the exceptions according to different criteria such as the following:



  5. Select existing views or create a new custom view.

 

Review and Coach Exceptions in Detail

Exceptions have four statuses by which they can be categorized:

  1. Needs Review. It hasn't been viewed yet and no actions have been taking. This is the default status under which exceptions will display once they've been recorded.

  2. Reviewed. Once the exception has been viewed and the video has been played.

  3. Needs Coaching. Once tags have been added, it will change to a Needs Coaching status.


  4. Dismissed. Once the coaching summary has been added and the Exception has been marked as coached, it will go under the Dismissed queue.

 

In order to review an Exception, simply click on the title and it will display the detailed view.



On this page the following information will be displayed:

  1. Video recording (if available)



  1. Speed Information



  1. Map overview of the route the driver took and the event details on the right.



  1. Vehicle Incident History



  1. Tags and Comments. Tags can be added from this bottom menu or directly after playing the video.



Once you have played the video, you will be prompted to select tags and add coaching.

From the drop-down menu you can select the tag that aligns best with the exception you are reviewing. This counts as a coaching tag for the violation committed.

 

When selecting Add Coaching, you will be redirected to a different page to input the details of the coaching.



The video recording will be displayed once more for your review.

At the top, you should enter the tag of this exception.



Below the video recording, you will find the Coaching Behavior Summary. In this section, you should input the comments or summary about the coaching session. This step is vital to mark the Exception as Coached.



Once you've completed these steps, mark the Exception as Coached. You will receive a notification at the top of your screen once it's successfully completed.



Please remember that Vehicles need to have a driver assigned for an Exception to be marked as coached and reviewed.

Insights > Device Health 

This section offers a snapshot of crucial device data, including Communication Failures, Recording Health, and Data Usage. It alerts users to devices not communicating or recording properly, offering insights for prompt attention and action.

 Top Communication Failures 

The list will be populated with all the devices that have not been communicating for more than three days. This is with the purpose to draw your attention to them in order to review their functionality in more detail.

In the chart you will view the data:

  • Communicating

  • Not Installed. Devices that have never communicated with the system.

  • Offline

  • Offline for 3 days

 

 Recording Health 

Any device that has not been recording properly for a certain period of time will show up on this list. In this example all devices are recording correctly.

 Top Data Usage 

What was the top data usage from the devices that include data SIMs purchased directly from our company. If you purchase the SIM card with your own provider, we can unfortunately not track this data.

This data is also divided in brackets on the chart.

  • 0-500MB

  • 500MB - 1GB

  • 1-2GB

  • 2GB+

The Insights feature is a robust tool offering comprehensive fleet data analysis, encompassing safety monitoring, exception handling, and device health insights—empowering proactive fleet management for optimal performance.


Work Module

ZenduWork is a comprehensive work and dispatch solution designed to streamline job management and enhance the efficiency of fleet operations. By enabling the creation and dispatch of jobs directly to drivers, complete with forms for proof of delivery, ZenduWork facilitates seamless communication and operational flow between fleet managers and their on-the-ground teams. The solution's integration with telematic hardware enhances its capabilities, providing a robust platform for optimizing routes, managing dispatches, and improving service delivery.


Work > Overview

The Work Overview displays the progress of all assigned jobs, including their status and difference. You can click into each record to view more details about each job, and search/filter as needed.
Alert
Note: Unassigned jobs will not appear here. Check the Jobs tab to see all jobs, regardless of whether they have been assigned.

Work > Jobs

The Jobs tab in the Work module is where jobs are created and dispatched to drivers. To create a job, click + Create Job in the top right corner.



Fill out the Job name, Job ref # (optional), Due Date, and assign a Work Form to this job. The driver must complete this form when they reach their stop(s) in order to complete their work order.
Info
For more information on forms, see the Forms module section in this document.
Next, add stops that the driver must visit for this job. To select a location for your stop(s), you can either of the following:
  1. Search for an existing location in the "Search Location" search bar 
  2. Select an existing location directly on the map 

Alert
Note: When creating a job, you can only select locations that already exist. To create a new location, go to Admin > Locations as outlined in an earlier section. 

Below is an example of what these fields might look like:

If you have added three or more stops, you can click the "Optimize Route" button in the bottom right corner to find the most efficient path that reaches all stops. 

After adding all stops, click "Next" in the top right corner to proceed to the next page. Here, you can see all drivers in the vicinity, and you can select a driver to assign this job.

To proceed, you can assign a driver or choose to temporarily leave it unassigned. Now, your new job should now appear in the Jobs tab. If you assigned a driver to your job, the driver will be notified about their job details through their phone.

Work > Order

The Order tab in the Work module shows all of the orders placed by customers on the marketplace. You can assign these orders to existing jobs from the Jobs tab, or you can create new routes for them using the button in the top right corner. 

Products Module

The Products module within our ZenduONE solution serves as the central repository for managing parts and inventory, essential components consumed across various modules. This comprehensive module not only facilitates efficient inventory management but also ensures seamless integration with other operational modules, enhancing productivity and accuracy throughout the workflow. By providing robust tools for tracking, updating, and utilizing product data, our platform empowers businesses to streamline processes and optimize resource allocation effectively.

Forms Module

The Forms module in our ZenduONE solution empowers users to create customized forms tailored to their specific operational needs, particularly in the context of deliveries and dispatching. This versatile tool enables businesses to design and deploy forms seamlessly, ensuring that every aspect of their logistics and dispatch processes aligns precisely with operational requirements. From capturing essential data fields to integrating with other modules for streamlined workflows, our platform provides a flexible and user-friendly interface for generating, managing, and utilizing forms effectively. By facilitating the creation of tailored documentation, businesses can enhance efficiency, accuracy, and compliance across their entire delivery and dispatch operations.

Forms > Templates

The Templates tab in the Forms module is where form templates are shown and created. By default, the platform has a Pickup form and a Delivery form. When creating a job in the Work module, a form template from this tab will be assigned to the job. Drivers will need to complete the assigned form in order to complete their job.
Info
For more information on jobs, see Work > Jobs above. 

Creating a Form
To create a new form, click + Create Form in the top right corner.

In the modal, you can choose to create a new form from scratch, or build your form from the existing templates. 

Fill out the Form Name, Description, Add Entities, and select tags for this form. Then, drag and drop fields from the left panel into the Mobile Form Template to build your form. 

The preview of your form will appear on the right side -- this is what the driver will see when they open the form on their phone. 

When finished, click Save, and your form will appear in the Templates tab. 

Sending a Task
Normally, forms are assigned when jobs are created in the Work module, but you can also send tasks directly to drivers from the Forms module. To send a task, click the Send Task button in the top right corner.

Then, select the form you would like to send, select the driver(s) or group(s) you want to send it to, choose the address where the form needs to be completed (optional), and add a note (optional). For example, your fields might look something like this:

When finished, hit Send, and your form will be sent to the selected driver(s)/group(s). 

Forms > Submissions

The Submissions tab in the Forms module displays all forms that have been submitted. By default, all submitted forms are displayed, but you can also filter the submissions by form using the left panel.

Info
You can also send tasks directly from this tab as well -- refer to the instructions in Forms > Templates for more information on how to send a task. 

Maintenance Module [Beta]

This section streamlines vehicle and equipment upkeep by tracking repair requests and assigning them to repair orders. It allows easy monitoring of repairs, technician assignments, and parts used, ensuring efficient asset maintenance, reduced downtime, and improved reliability.

Maintenance > Requests

The Requests tab is a part of the maintenance module where users can create, track, and manage repair requests for vehicle or equipment servicing. These repair requests are typically initiated when a specific problem or maintenance need arises, such as routine maintenance or an unexpected breakdown. Once a repair request is submitted, it can be assigned to a repair order for resolution.

Creating a Repair Request
There are two ways for a repair request to be created: 
  1. Manual Repair Request
    1. Navigate to Maintenance > Requests > Add Repair Request.

    3. Fill out the "Details" section, including the asset, due date, reference, service priority, maintenance type, summary, and any relevant maintenance tags. Below is an example of how this section could be filled out.

    5. Assign Products, Services, and Labours to this repair request.
      1. Open the dropdown to select existing items from the Products module, or select "Add New Product or Service" to create a new one. 
        2. Notes
        1. Adding a Product/Service here will also add it to the Products module.

      3. Specify the quantity, unit cost, and total cost. These values will be included in the overall cost when assigned to a repair order.

    6. Comments
      1. You can add comments or attach files to the repair request for additional context. 
  2. Maintenance Reminder Rule
    1. Navigate to Admin > Rules > Create Rule.
    2. Select "Maintenance Reminder" in the Rule Conditions > Rule Source dropdown.
    4. Select which entities for which this rule will be applied.
    5. Set the trigger condition and frequency (e.g. Every 1000 km). Based on the selected condition, a list of assets will appear, showing:
      1. Previous Service: The asset's condition at its last service (e.g. Odometer was 1000 km at its last service).
      2. Current State: The asset's current condition (e.g. Odometer is currently 3000 km).
      3. Next Service: The condition when the next service is due, calculated using the selected frequency (e.g. Next service will be due when odometer reaches 4000 km).
    6. If you update the frequency at the top, the "Next Service" for all associated assets will adjust automatically. Alternatively, you can manually set the "Next Service" state for individual assets as needed.

    8. The following are the trigger conditions you can set:
      1. Odometer: Trigger maintenance based on the distance traveled.
      2. Days: Trigger maintenance after a specific number of days.
      3. Engine Hours: Trigger maintenance based on engine runtime hours.
      4. One Time: Trigger maintenance on a specific date.
    9. Define the repair request details
      1. Select the maintenance type, set the due date from when the rule is triggered, and apply any relevant maintenance tags.
        2. Notes
        1. Note: The "Due Date From When Triggered" is the date that will be set once the rule is activated. For example, if the due date is set to 10 days and the rule is triggered on November 19, the due date in the repair request will automatically be set to November 29.
      2. Add any associated products, services, and labours as described above. 

    10. Each time the rule is triggered, a repair request will be automatically created and will appear in Maintenance > Requests. 

Notes
For more information regarding the Admin > Rules tab, refer to the Database Setup > Rules section of this article.

Repair Request Status
In the main table, you can view and update the status of a particular repair request. The status of a repair request can be manually updated or automatically changed based on its relationship with the repair order. Here’s how the statuses work:
  1. Pending Assignment: This is the default status when a repair request is created but not yet assigned to a repair order.
    1. From this state, the only available manual action is to change it to Cancelled. You can do this directly from the main table. 
Once a repair request is assigned to a repair order, it can move between the following statuses based on the work being done:
  1. Assigned: The repair request is assigned to a repair order but work has not yet started.
  2. In Progress: Work on the repair request has started.
  3. On Hold: The repair request is temporarily paused (e.g., waiting for parts).
  4. Completed: The repair request has been fully resolved.
  5. Cancelled: The repair request is no longer needed and has been cancelled.
    1. If the repair request is already part of a repair order, it remains associated with the repair order but its status will be updated to Cancelled.
Info
To manually update the status of a repair request after it's been assigned to a repair order, you can do either of the following:
  1. Edit a repair request directly from the Requests tab
  2. Update the status from within the repair order it's assigned to
Automatic system updates for requests will only occur when you manually update the status of its assigned repair order. The exact details are covered in the Repair Order Status section of this article.
Notes
For instructions on how to assign a repair request to a repair order, refer to the Orders section below.

Maintenance > Orders

The Orders tab is where maintenance tasks are organized and tracked once repair requests have been submitted. A repair order is created to manage and resolve one or more repair requests associated with a vehicle or equipment. It acts as the central hub for managing the entire repair or maintenance process, from diagnosing the problem to completing the necessary fixes.

Creating a Repair Order
There are two ways for a repair order to be created:
  1. Manually adding a new repair order
    1. Navigate to Maintenance > Orders > Add Repair Order.
    2. Fill out the "Details" section, including the asset, service provider, reference, assigned technician, repair priority, due date, and summary of the repair. Below is an example of how this section could be filled out.

      4. Notes
      1. Note: If needed, you can add new service providers and technicians from this view. For more information on how to fill out these fields, refer to Database Setup > Locations and Users Overview respectively.
    4. Assign repair requests to this order.
      1. Select an open repair request pertaining to the selected asset. The "Add Repair Request" button will show the number of available repair requests for the selected asset.

      3. Alternatively, you can click "New Repair Request" to create a request within this order. 
        4. Notes
        1. Note: You can't add another repair request until you save or discard the current one.
      4. Add any additional Products, Services, and Labours to the service request.

      6. View the cost breakdown for the repair, which sums up any costs from the Products, Services, and Labours added. You can also add any applicable discounts or taxes to the total bill.

    5. Comments
      1. You can also add comments or attach files to the request for additional context. 
        2. Notes
        1. Note: These will pertain to the overall repair order, which will also include comments of any included repair requests.
    6. Asset Status
      1. You can also view and change the status of the asset directly from this page (e.g. Active, Out of Service, On Standby, Rented, Archived/Retired). This update will also reflect in the Assets tab.

  2. Assign repair request to new repair order
    1. To convert a repair request into a repair order, navigate to the "Add/Edit Repair Request" page.
    2. At the top center of the page, hit "Add to Repair Order".

    4. In the pop-up, select "Add to new repair order".

    6. This will create a new repair order with a single repair request attached. 
NotesNote: You can always add additional repair requests to an existing repair order by editing that repair order.

Repair Order Status
Once a repair order has been added, you can easily track and update the status of both the repair order and its associated repair requests while the technician works on the vehicle.

Automatic Repair Order Updates (based on repair request updates):
  1. In Progress
    1. If any of the repair requests are marked as In Progress, the repair order will also be marked as In Progress, regardless of the statuses of other repair requests.
  2. On Hold
    1. If none of the repair requests are In Progress, but one or more repair requests are marked as On Hold, the repair order will change to On Hold.
  3. Assigned
    1. If none of the repair requests are In Progress or On Hold, the repair order will be marked as Assigned.
  4. Completed
    1. If all of the repair requests are marked as Completed, the repair order will automatically update to Completed.
    2. If at least one repair request is Completed and the others are Cancelled, the repair order will still be marked as Completed.
  5. Cancelled
    1. If all of the repair requests are marked as Cancelled, the repair order will automatically update to Cancelled.
    2. If all of the repair requests are unassigned from the repair order, the repair order will automatically update to Cancelled.
Manual Repair Order Updates (causes automatic repair request updates):
  1. Completed
    1. Users can manually mark a repair order as Completed; this will automatically update all non-Cancelled repair requests to Completed.
  2. Cancelled 
    1. Users can manually update a repair order to Cancelled, but this will update all associated repair request statuses to Cancelled.
    2. The Cancelled option will only appear when there are no Completed repair requests in the repair order.

Additional Modules

Support

Our support module is dedicated to ensuring seamless customer service interactions. Here, customers can easily access support forms to submit their requests, inquiries, and issues. This user-friendly interface streamlines the process of seeking assistance, empowering customers to efficiently communicate their needs. Whether it's troubleshooting, guidance, or general inquiries, our platform prioritizes responsiveness and effectiveness in addressing customer concerns. By providing a centralized hub for support interactions, we enhance customer satisfaction and foster long-term relationships built on trust and reliability.


Give Feedback

Our 'Give Feedback' button activates a versatile widget designed to foster continuous improvement and user engagement within ZenduONE. This interactive tool not only keeps users informed about the latest product updates and enhancements but also provides a seamless avenue for submitting feedback, feature requests, and support tickets. By integrating real-time updates with a user-friendly feedback submission area, our platform empowers users to contribute directly to its evolution. This collaborative approach ensures that every user's voice is heard, facilitating ongoing enhancements that align closely with user needs and preferences.









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